Nonprofit Board Meeting Agenda – Templates are a useful tool for taking minutes of boardroom meetings. Atemplates saves you the hassle of going into a meeting when you’re just starting out and trying to get all the basics down before anyone speaks. There is no exact standard format for getting minutes, and for good reason. Every organization has a different purpose, mission and needs. Minutes are a reflection of the organization’s culture and should reflect its mission and needs.
From a legal perspective, minutes are considered legal documents by auditors, courts and the IRS. For record keepers who perform a task usually filled by the secretary of the board of directors, it is important that they record the minutes in terms of how a court would read them and how they would perceive them. This is important because the courts read the minutes to understand what the board members decided, but also to understand what justification they had for taking certain actions at that particular time. The board secretary must provide a court with sufficient information to show how he can legitimately make reasonable decisions without recording board members’ discussions word for word.
Nonprofit Board Meeting Agenda
If a party makes legal claims against a nonprofit member or board member, the court will also look at what is not in the minutes. The chairman of the board will have a hard time proving that he did or did not do or say something if he does not go on the minutes. Basically, it never happened unless it was within a minute.
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There is a good balance between recording actions and decisions along with the board’s reasoning and not saying too little.
Director Miller moved to approve the minutes of the March 19, 2018 meeting, seconded by Director Forster. All approved, no one was against. The movement has moved.
Secretary Amato gave a brief presentation on the differences between the roles of the board members and the role of the Executive Director for Board Development.
Executive Director Garner released the director’s written summary. Director Forster moved to accept the Executive Director’s brief, Director Miller seconded the motion. All approved, no one was against. The movement has moved.
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The Board reviewed the Income/Expenditure report. Director Forster moved to accept the report, Director Miller seconded the motion. All approved, no one was against. The movement has moved.
As part of Unfinished Business, the board discussed some potential fundraising ideas. The Fundraising Committee will meet and discuss.
As part of the New Business, the board accepted the resignation of June Gorman and wished her well in her future endeavours.
Next meeting: Elections to be held on 21 May 2018 at 17:00. There are no June Meetings scheduled.
Sample Board Meeting Agenda For Nonprofit Organizations
It’s easy enough for nonprofit boards to use a manual template to take minutes. Do you realize that it is an even easier process?
Consider getting some help from technology. The company offers a software solution called Minutes, which greatly reduces the time it takes to write, record and approve meeting minutes.
Minutes use a template similar to the manual template. The program pre-populates most of the standard information and much more.
If you think about it, most of the information in the minutes has not changed since the last meeting. Your organization’s name and logo remain unchanged. It is likely that the place and time of the meeting have not changed. The names of the board members are not changed unless you hold a recent election.
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The electronic template is very similar to your manual template. The program pre-populates the information without changing and allows you to fill in or change the information that is changing such as the date of the meeting.
Headlines act as placeholders, so if a member is not present, delete their name from the attendee list and type the absentee list or use the copy and paste functions on your computer.
If we follow the above meeting minutes as an example for the imaginary board, Hope Memories, we can easily see that once the details of the meeting are recorded, the rest of the meeting is divided into easily identifiable sections – Call to Order, Certificate of Preliminary Meeting Minutes, etc.
Minutes allow the minute taker to set each section for the rest of the meeting, including the appropriate headings. The program uses drag and drop technology to reorder parts by moving them. When you get to the appropriate section, just write the minutes.
Board Meeting Minutes — Community Action Agency Of New Haven
Have you ever prepared for a board meeting at the last minute and realized you forgot to follow up on the action points from the previous meeting? With the minutes program, manual tracking will be a thing of the past.
When an action item comes up during the meeting, the recorder can click the Action tab at the top of the page and write the action directly in the appropriate section of the minutes. Secretaries can also set the program to send automatic reminders until the action is completed.
When your minutes are complete, export them to Microsoft Word. Your draft will be complete, flawless and professionally formatted. Review the minutes and make any necessary changes and within seconds your minutes will be ready for board approval.
As you can see, Minutes is a huge time saver when it comes to allocating minutes, tracking action items, and writing the final draft of minutes. It is easy to use and saves valuable time for important issues that boards need to focus on.
Guide To Non Profit Board Meetings: Minutes And Agendas
Some organizations will need more granular tools and analytics to gather insights that will help their boards perform better. Board portal software makes it easy for board members to review meeting minutes, collaborate effectively and communicate securely. You are ready for your first board meeting! You’ve worked hard to get to this point, congratulations! If you’ve been following this series, you know that we use the Dearborn Toy Library, a nonprofit that Spark Group helped create, as a case study. In our first three blog posts, you learned how to write a nonprofit business plan, how to hire board members, and how to create a budget and fundraising plan for your organization.
You have a lot to do in your first board meeting. Today, we’ll discuss a typical agenda and the necessary components to get your nonprofit on track.
Your first board meeting is your chance to get your team on track. Whenever groups are formed, they go through Bruce Tuckman’s stages of group development: Formation, Storming, Norm Formation, and Preformation. To set your group up for success, ask your team to spend time discussing the kind of intentional community they want to create. Building your community of will is a great exercise because it sets expectations in advance and you can come back to when problems arise in the future.
You will need to get a few votes at your first meeting. First, you must formally vote to approve people as new board members, and then vote to confirm the appointed Executive Director. To apply for your 501c3 status through the IRS, these votes must be recorded on your minutes.
Free First Shareholder Meeting Minutes Template
Next, you must vote to approve your mission statement. At the Dearborn Toy Library, Spark Group Consulting worked to create a draft mission statement that was ready for the board to discuss and approve. For more information on preparing a strong mission statement, click here. Having an outline allowed the program to move through the conversation without spending too much time creating statements from scratch.
The final action is to review your articles of association and bylaws. You should also take the time to create these drafts before the board meeting. Work with a lawyer or use the templates provided to create documents suitable for your organization.
After you’ve worked together on the action items, you’ll want to review your budget and fundraising plan. Make changes where necessary and note in your minutes.
Preparing our board members for success is essential. One way to do this is to set aside time at each board meeting to review an article or publication on best practices. The Dearborn Toy Library Board has chosen to use the Principles of Good Management and Ethical Practice developed by the Independent Industry. Find a resource that works well for your organization and take time to discuss it together.
Nonprofit Environmental Board Meeting Agenda Template
Finally, be sure to discuss when your next board meeting will be and who will distribute the minutes to the group. Be sure to save the Minutes, Bylaws, and Articles of Association so they’re close at hand when you’re ready to apply for your 501c3 status!
For more information on how to run and set up board meetings, contact Spark Group for a free initial consultation.
Join us next week for the latest blog in this series, where we’ll discuss your organization’s application!
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